Human Resources Assistant, Administrative Office

Title: Human Resources Assistant

Location: Administrative OfficeHuman Resources Department

City: Bellingham, WA

Position: Full-time, Monday-Friday 8:00am - 5:00pm, non-exempt (hourly)

Compensation: The full wage scale is $20.84 to $29.17 per hour. Placement within the wage range is determined by a candidate’s relevant experience.

Bonus: Employees are eligible annually to participate in discretionary bonus programs, as determined by FCN, which include the Years-of-Service bonus program, the Quality Performance bonus program, and the Performance Recognition bonus program.

Job Summary: The Human Resources Assistant’s duties involve a wide range of support activities to assist in assuring effective, efficient operations and an exceptional customer service experience for our staff and providers. The HR Assistant engages in tasks and responsibilities related to supporting HR programs and the HR Team, assures accurate recordkeeping and data entry, performs various onboarding, administrative and reconciliation functions.

• Provides clerical and administrative support for the Department and HR Team.
  • Prepares internal and external correspondence and performs administrative tasks as needed.
  • Completes verification of employment (VOE) requests and responds to reference checks.
  • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and other celebrations.
• Assists the HR Team with administrative, reporting, auditing, and reconciliation functions.
  • Runs routine reports, such as the monthly OIG report, weekly DOH certifications, FTE reports, etc.
  • Tracks employee licensure and certifications, and communicates with employees to collect updated documentation prior to its expiration.
  • Tracks sign-on bonuses and step increases for applicable positions and employees.
  • Obtains appropriate approvals and prepares and submits Personnel Action Forms (PAFs) as needed.
  • Maintain employee and student personnel files.
  • Process PAFs for employee changes and follow up on outstanding information needed to ensure timely processing.
• Performs various functions related to onboarding employees and students.
  • Receives final hiring approvals, prepares employment offer letters and sends offers letters to selected candidates.
  • Prepares background check and initiates process with new hires.
  • Initiates the onboarding process and tracks status of required onboarding items.
  • Follows up with new hires to ensure onboarding items are completed within the appropriate timeframe.
  • Prepares new hire orientation (NHO) materials and enrollment of new hires and students in online training program.
  • Informs appropriate departments (IT, Payroll, Benefits, Clinical Services, PAD, EMR, etc.) of new hire and provides each with the new hire’s relevant information needed for those groups to complete their work in the onboarding process.
  • Schedules new hires to attend NHO, prepares NHO agenda, schedules NHO presenters, conducts NHO as the primary facilitator.
  • Greets and welcomes new hires, collects and makes a copy of required Form I-9, required training/certification and other documents from new hires.
  • Completes the employer portion of the Form I-9 and other required documentation.
  • Coordinates BLS training, tracking and renewals.
  • Coordinates the various activities to onboard and place all clinical students.
• Triages the general HR Department calls and voicemails. Answers frequently asked questions from applicants, employees and managers relative to standard policies, benefits, hiring processes, etc. and refers more complex questions to appropriate senior-level HR staff or management.
• Assists employees with Paycom Employee Self-Service (ESS), benefits, timecard and online training questions.
• May assist with HR projects, job fairs or other initiatives.
• Maintains the integrity and confidentiality of human resource files and records and shares only on an appropriate need-to-know business-related basis.
• Keeps up to date with HR trends, employment laws and regulations and best practices.
• Other duties as assigned.

Knowledge, Skills & Abilities

• Proficient with Microsoft Office, including Excel, Word, and Outlook.
• Excellent written and oral communication skills with all levels of management and staff.
• Proven ability to develop working relationships throughout the organization.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Demonstrated ability to take initiative and effectively manage changing priorities.
• Detail-oriented with excellent follow through skills.
• Strong administrative, organizational and coordination skills are necessary, as well as the demonstrated ability to meet deadlines.

Education and Experience:

• A High School diploma or GED required, or equivalent knowledge and skills obtained through a combination of education, training, and experience. College coursework related to computer applications, business management or Human Resources desired.
• Healthcare industry experience desired.
• Proficient with or the ability to quickly learn human resource information system (HRIS), and similar computer applications.

Physical Requirements:While performing the duties of this job, the employee is occasionally required to: stand; walk; sit; use hand to finger coordination, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance, stoop, kneel, crouch; talk or hear. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required include: close vision, peripheral vision, depth perception and the ability to adjust and focus.

Immunization Requirements:All employees at Family Care Network (FCN) are expected to meet and maintain required immunizations as a contingency of employment. The immunization requirements are as follows: Influenza (annually), Tdap (after the age of 19), MMR, Varicella or a verified history of chickenpox disease, Two-step TST or IGRA (within the last 12 months), COVID-19 vaccine completed series and any additional immunizations determined necessary for the protection of staff and patients. Hepatitis B is also required for employees in positions with a high risk of blood-borne pathogen exposure, which includes the following: Providers, RNs, LPNs, MA-Cs, PSRs at all Urgent Care Locations, and all-laboratory staff. The Hepatitis B vaccine is strongly recommended for all other employees. FCN will cover the cost of required immunizations for any FCN employee. All employee immunizations will be administered by FCN staff except for the COVID-19 vaccine. The COVID-19 vaccine can be administered at a participating pharmacy or other healthcare location. Note: A medical or religious vaccine exemption/reasonable accommodation will be considered by submitting an FCN Exemption form for review and evaluation by the Chief Medical Officer.

Family Care Network is a Drug-Free, Equal Opportunity Employer.